Role of the Administrative Assistant Flashcards
Role of the Administrative Assistant
- Carries out task delegated to them by the SAA
- Maintains electronic and paper files
- Schedules meetings in staff e-diaries and prepares docuents for the meetings
- Greets and directs visitors and telephone calls
Role of the Senior Administrative Assistant
- Assists management with their clerical duties
- May prepare reports and presentations for managers
- Is responsible for the daily schedules of a particular manager including scheduling management meetings and personal appointments
- Makes travel arrangements for senior staff
Technology
E-diary
This is an electronic record of appointments.
The Admin Asststant will be able to enter appointments/meetungs into the team’s diaries.
Reminders of dates/meetings/deadlines can be scheduled
Technology
Presentation Software
The Admin Assistant will use presentation software to prepare slides for meetings. Animations can be added to slides and adding sound and graphics can help present the information in a more interesting way.
Technology
Word
Word will be used to type up business documents such as letters and reports. The main functions are creating tables, formatting text and mail merging. Spell check can be used to improve accuracy.
Technology
Database
These are used to store vast amounts if information about customers, suppliers and employees. Data can be sorted, queried and displayed in reports.
Technology
Spreadsheet
The Admin Assistant will use spreadsheets to perform calculations and analyse numberic data. Graphs can be created to present information in a more understandable format. Formulae can be used to reduce calculation errors.
Technology
A method of electronic mail which can be accesed through mobile phones. The same message can be sent to a number of people by setting up a group, files can be sent as attachments and it can be used to send messages anywhere across the world.
